Bylaws of the Charlottesville Camera Club

(Revised and Adopted Feb. 11, 2021)

 PREAMBLE

The Charlottesville Camera Club is a non-profit organization that fosters photography as an art, a hobby, and a vocation through the sharing of knowledge and experience, mutual support and encouragement, and good companionship.

ARTICLE I     MEMBERSHIP

Any person aged 12 and above interested in participating in the activities of the club will be admitted to membership upon payment of dues.

 

ARTICLE II   DUES

Dues are set by the executive committee and voted on at the November member meeting. For partial-year new memberships, dues are prorated monthly.

 

ARTICLE III  EXECUTIVE COMMITTEE

The members of the executive committee will consist of the president, vice president, secretary, treasurer, immediate past president, and the committee leaders. All members of the executive committee will have equal voting rights.

The meetings of the executive committee will be held monthly, except for emergencies. A quorum will consist of five members. The committee may transact business by joint email, video conference, or conference calls as needed. The executive committee will provide leadership and operational support to the activities of the club. It will have the final authority to construe these bylaws, including the rules of competition. It will establish the competition classification of all members and approve the annual program calendar. Executive committee meetings are open to all club members. (Members should notify the president before attending a meeting.)

All of those in positions of responsibility for the functioning of the club are expected to provide substitutes when necessary.

 

Section 1   PRESIDENT (Elected)

  • Presides at all meetings of the club and executive committee
  • Makes all committee appointments, subject to the approval of the executive committee
  • Appoints officers as required to fill vacancies until the next regular election
  • Assigns responsibilities to executive committee members as needed
  • Coordinates the December in-person meeting and end-of-year awards ceremony
  • Orders certificates for end-of-year award winners

Section 2   VICE-PRESIDENT (Elected)

  • Performs all the duties of the president in his or her absence
  • Conducts special projects as requested by the president or executive committee

Section 3  TREASURER (Elected)

  • Prepares and maintains the official membership list of the club
  • Notifies members when dues are payable
  • Receives and deposits dues payments 
  • Pays all bills
  • Keeps an account of all receipts and disbursements
  • Reports club finances to the executive committee at each monthly meeting and submits an annual financial report
  • Submits for membership approval any non-budgeted expenditure greater than $500.00 where the payment is either a single amount or the sum of partial payments totals more than $500.00. Any such non-budgeted expenditure must be approved by the executive committee before presentation to the membership.
  • Prepares an annual budget each October and reviews the proposed budget with the audit committee and the executive committee before presenting it to the membership for ratification.

 Section 4  IMMEDIATE PAST PRESIDENT

  • Advises the president and the executive committee
  • Takes over as president if the president is unable to continue in office

Section 5  MEMBERSHIP LEADER (Appointed)

  • Greets visitors at in-person competition meetings and has them sign the guest book
  • Gives prospective new members the club overview and an application and questionnaire
  • Provides new members with a welcome letter and directions for finding key club information (such as rules of competition) on the club’s website
  • Reviews personal information provided by all new members and recommends placement in competitive class A or B
  • Provides an orientation session for new members
  • Coordinates with the treasurer to keep an up-to-date membership list and notifies the executive committee of new members
  • Maintains the member directory on the club website

Section 6 COMMUNICATIONS AND OUTREACH (Appointed)

  • Collects information about meetings and workshops for posting to the web
  • Assists with club communications and outreach
  • Sends out information to media and community at large

Section 7  DIGITAL MEDIA MANAGER (Appointed)

      • Maintains website and creates additional features as needed
      • Uploads winning monthly competition photos
      • Uploads the Members' Choice results
      • Maintains list of all scores for monthly competition
      • Maintains PollUnit polls, the call for photos, and the jury polls for the exhibition committee
      • Coordinates digital media for virtual meetings and presentations
      • Creates and administers the Members' Choice poll 

Section 8  EDUCATION LEADER (Appointed)

  • Recruits all presenters and workshop leaders
  • Plans and coordinates field trips
  • Organizes and hosts Photo Reviews (see "Competition Logistics" below)
  • Maintains all aspects of PhotoContest Pro:
  1. Registers photographers with the PhotoContest Pro photo-upload software
  2. Provides information needed for preparing and uploading images; handles any problems that may arise
  3. Deletes the past set of competitions and photo reviews from PhotoContest Pro
  4. Creates the upcoming competitions and photo reviews in a timely fashion
  5. As the next monthly meeting approaches, regularly reviews the photos being entered in the competitions for appropriateness to the competition categories. If a problem arises, emails the photographer to clarify and resolve any issues. If an issue remains, consults with the other members of the ad hoc screening committee (see below), agrees on the best action to take, and informs the photographer

Section 9  EXHIBITION LEADER (Appointed)

  • Coordinates all public exhibitions
  • Coordinates jurying of exhibition entries

Section 10  JUDGE RECUITER (Appointed)

  • Recruits all speakers and judges (guests), surveys the members’ opinions of all guests, and keeps a list of approved guests for future meetings
  • Provides guests with information necessary to the performance of their duties, makes arrangements for their meals and lodging, provides equipment needed by guests, introduces guests to the club members, and follows up with "thank-you" notes

 

 ARTICLE IV  ADDITIONAL COMMITTEE LEADERS AND COMMITTEES

 Section 1  COMPETITION TOPICS COMMITTEE (Appointed)

  • Consists of a chair and minimum of three members
  • Solicits membership for ideas for monthly assigned topics for upcoming calendar year
  • Compiles final list of assigned topics, writes topic descriptions and submits to Executive Committee for approval

 Section 2 PHOTOGRAPHER (Appointed)

  • Takes photographs for meetings, member directory, workshops, field trips, exhibits, parties, etc.
  • Forwards photographs to digital media manager, the media, and other outlets as needed

 Section 3  COMPETITION LOGISTICS LEADER (Appointed)

  • Emails competition meeting logistics to members
  • The day after the deadline and before the competition, sends entries to the judge for his/her review
  • On the night of the meeting, operates the presentation equipment and accompanying software and records the scores
  • After the monthly meeting, sends the results of the competition to the committee members keeping tally of the scores throughout the year and posting the results on the CCC website. Notifies digital media manager of "top ten" annual points each month
  • Identifies end-of-year award winners and distributes record of yearly points

Section 4  NOMINATIONS COMMITTEE (Ad hoc, appointed)

  • Appointed annually by the President
  • Develops a slate of candidates for Executive Committee members
  • Presents slate of candidates to sitting Executive Committee for approval

Section 5  AUDIT COMMITGTEE (Ad hoc, appointed)

  • Appointed annually by the President, comprised of one executive committee member other than the treasurer and one member from the general membership. At least one member should have experience with auditing.
  • At least once per year, audits the accounts and records of the CCC treasurer, provides a written report to the executive committee, and announces the results to the general membership
  • Ensures that CCC funds and assets (computer, projectors, and any other assets of value) are properly controlled and safeguarded against loss
  • Ensures that bank signature records are up-to-date
  • Each November, reviews the annual budget prepared by the Treasurer for the coming year and provides recommendations to the executive committee to accept or reject. Upon acceptance by the executive committee, the annual budget will be presented to the membership for ratification
  • Reports directly to the executive committee any illegal, unethical, or incompetent financial issues 

 

ARTICLE V   ELECTION OF EXECUTIVE COMMITTEE MEMBERS

Each September, the President will appoint a Nominating Committee that develops a slate of candidates for the Executive Committee positions. These candidates will then be presented to the Executive Committee for approval at the October meeting and sent to the general Membership via e-mail by November 1. Election of Executive Committee members will take place at the November general meeting. Following the report of the Nominating Committee, additional nominations will be invited from the floor. If more than one candidate has been nominated and seconded, the candidate who receives a plurality of votes is elected. If the sitting President so decides, a written ballot may be used in lieu of the voice vote. Newly elected Executive Committee members will assume office on January 1.

 

ARTICLE VI   MEETINGS

 Section 1.

Regular meetings of the club will be held in accordance with Article VI of the club’s constitution. A meeting on the second Thursday of each month will feature the club competition with a guest judge. At the beginning of this meeting, new members will be introduced and announcement will be welcome from the floor. Two photo review meetings and one presentation/workshop meeting will also be held each month.

 Section 2.

An end-of-year party will be held on the last meeting of the calendar year, during which new officers will be introduced and year-end awards announced.

 

ARTICLE VII    BYLAWS REVISION

Recommendations for revision may be introduced at any time. Members who are not on the executive committee may submit a written petition for changes signed by at least five members. Proposals for changes will be distributed by email to all members. After 10 days, members will be asked to vote on the changes via PollUnit or other means. A change will be approved if two-thirds of the responding have agreed to it.  

 

ARTICLE VIII   DISTRIBUTION

A complete copy of the bylaws, constitution, and rules of competition will be distributed to each club member following adoption of any approved revisions and to each new member upon payment of dues. A copy of the bylaws will also be maintained on the club website.